RFR Catering-26 FINAL~1.pdf

THE COMMONWEALTH OF MASSACHUSETTS

DEPARTMENT OF DEVELOPMENTAL SERVICES

Address: 1000 Washington Street Suite 410 Boston, MA 02118

Contact Name:

Email: DDSPOSProcurement@mass.gov

Request for Response (RFR)

Document Title: DDS Statewide Catering

COMMBUYS BID Number:

BD-26-1023-1023C-1023L-118780

DDS RFR Document Identifier:

Catering-26 Date: 7/15/2025

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider cause email communications sent to/from the prospective Bidder/awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering. To register go to www.COMMBUYS.com.

This Bid requires the submission of electronic quotes. All Bidders are advised to allow adequate time for submission of their quotes by considering potential online impediments like Internet traffic, Internet connection speed, file size, and file volume. The Department of Developmental Services is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

Public Records: All information, documents, and attachments submitted as a response to this Bid are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

http://www.commbuys.com/

Contents

1.0 Procurement Scope, Description, and Specifications

1.1 Procurement and Contract Structure

1.2 Applicable Procurement Law

1.3 Whether Single or Multiple Contractors Are Required For Contract(s)

1.4 Calendar Rule Type

1.5 Acquisition Method

1.6 Use of a Procurement by a Single or Multiple Departments

1.7 Expected Duration of Contract

1.8 Anticipated Expenditures and Compensation for Expected Duration

2.0 Contract Invoicing

3.0 Proposal Format and Response

3.1 General Instructions

3.2 Oral Presentations

4.0 Estimated Procurement Calendar

7.0 Submission Requirements

7.1 Other Forms

7.2 Instructions for Submission of Forms and Questions

7.3 Public Records

7.4 COMMBUYS Support

8.0 Other Requirements Pertaining to this RFR

8.1 Debarment

8.2 Statement of Nondiscrimination

8.3 Prompt Payment Discount (PPD)

8.4 Executive Order 515, Establishing an Environmental Purchasing Policy

9.0 Small Business Purchasing Program

1.0 Procurement Scope, Description, and Specifications

The Massachusetts Department of Developmental Services (DDS or the Department) is seeking responses from qualified, permitted, catering suppliers to support specific events. Successful bidders will be added to a pre-qualified vendor list that DDS can utilize when the need for catering services arise. DDS anticipates that catered events, and any prepared food delivery will be utilized throughout the state.

All bidders must submit the following:

• Brief narrative describing operations, experience and geographic coverage areas in which delivery and if needed, set up, and breakdown services can be provided

• Menus, breakfast, lunch, and dinner related food items

• Nonalcoholic beverage selection

• Allergen information for all available menus

• A copy of your current food/catering license from the Massachusetts Department of Public Health

• Cost structure for delivery, including paper goods, utensils, servers, and food warmers

1.1 Procurement and Contract Structure

This Request for Response (RFR) incorporates all relevant provisions of 801 CMR 21.00 Procurement of Commodities and Services, the Standard Contract Form including related Instructions/Certifications, the Commonwealth Terms and Conditions, the Operational Services Division’s Required Specifications, Attachment C, and any updates to these documents during the life of this procurement.

This RFR is being used to select multiple catering bidders. Selected bidders will be placed on a DDS master-service agreement. This will be rolling enrollment contract. Under the rolling enrollment process, the RFR does not close, allowing bidders to respond at any point during the life of the solicitation.

The Department will not accept new bids that are received less than 6 months away from the maximum and final end date of the solicitation, unless determined necessary by the Procurement Management Team (PMT).

1.2 Applicable Procurement Law

Check Appropriate Box (“X”)

Type of Purchase Executive Branch

Applicable Laws

Goods and Services MGL c. 7, § 22; c. 30, § 51, § 52; 801

CMR 21.00

Human and Social Services MGL c. 7, § 22, § 22N; c. 30, § 51, §

52; 801 CMR 21.00; 808 CMR 1.00

Legal Services MGL c. 30, § 51, § 52 and § 65; c. 7, § 22; and 801 CMR 21.01(2) (b)

Grants MGL c. 7A, § 7; St. 1986 c. 206, § 17;

815 CMR 2.00

1.3 Whether Single or Multiple Contractors Are Required For Contract(s)

Check One (“X”) Single Contractor Multiple Contractors

1.4 Calendar Rule Type

Check One (“X”) Type

Standard Procurement will not be reopened after the Bid Opening Date (Response deadline date)

Open May be reopened at a time and for a duration as deemed necessary by the Department.

No responses will be received after the bid open date unless the Department chooses to reopen the RFR at a later date.

Rolling Bidders may submit unsolicited proposals up to December 30, 2029. Proposals submitted after the initial due date will be reviewed and scored on a quarterly basis unless otherwise noted in the RFR.

1.5 Acquisition Method

Check All Applicable (“X”) Category Maximum Obligation Cost Reimbursement Other – Fee for Service

1.6 Use of a Procurement by a Single or Multiple Departments

Check One (“X”) Eligible Entities

Limited User Contract – Restricted to Use by Issuing Entity Only.

Limited User Contract – Restricted to Use by Defined Entities Only.

Any Contract(s) resulting from this Bid will be open for use under separate contract execution by the issuing Purchasing Department and the following other entities:

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

1.7 Expected Duration of Contract

Anticipated Initial Duration up to: four (4) years and nine (9) months - June 30, 2030

Anticipated Renewal Options: two (2) two-year increments

Final End Date of this Contract: June 30, 2034

At any time during the duration of the contract, the Department may conduct reviews of services and may consider taking corrective action, up to and including cessation or termination of all or part of the services covered under the contract.

1.8 Anticipated Expenditures and Compensation for Expected Duration

Each contract awarded under this RFR will not have a specified maximum obligation. DDS will allow bidders to propose delivery fees by region per event. DDS reserves the right to negotiate service fees with individual vendors for larger events and ones where set up and breakdown or related additional services may be desired.

Notwithstanding any other provision of this RFR, this RFR does not commit DDS to award a contract. DDS reserves the right, at its sole discretion, to reject any and all proposals, or any portions thereof, at any time; to cancel the RFR; and to solicit new Proposals under a new acquisition process.

Check One (“X”) Contract will have a Maximum Obligation

Rate Contract: Contract will NOT have a Maximum Obligation Amount.

Will Federal Funds be used to fund any part of Contract(s)?

No Yes To What extent?

Funds Balance Forward Requirement for Trust and Federal Accounts Only: Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

2.0 Contract Invoicing

Each engagement will specify a contact person. Invoices must be sent to the designated contact person within ten (10) business days of the event’s conclusion.

A bidder may not begin services or incur any obligation in any form until a Standard Contract Form with any supplements thereto has been signed by authorized representatives of DDS and the bidder.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation.

3.0 Proposal Format and Response

3.1 General Instructions

The instructions contained in these requirements must be strictly followed. The RFR Response shall be prepared simply and economically, and provide a concise, and straightforward response.

Accuracy and completeness are essential. Omissions and ambiguous or equivocal statements will be viewed unfavorably and will be considered in the evaluation. Since all or a portion of the successful RFR Response may be incorporated into any ensuing contract, all prospective bidders are further cautioned not to make claims or statements that cannot be subsequently included in a legally binding contract. DDS wishes to select the best-qualified bidders while avoiding unnecessary effort in the preparation of RFR Responses.

Responses may include personal résumés and references that are relevant experience of each bidder.

The bidder will provide a brief statement as to what their standard insurance coverage or self-insurance program coverage.

https://massfinance.state.ma.us/VendorWeb/eftRegisterfrm.asp

3.2 Oral Presentations

Selected bidders may be asked to participate in oral presentations and/or product demonstration. Bidders will be expected to prioritize this in their schedules. The PMT will make every effort to find a mutually convenient time for the Bidder and the Team. However, failure of a Bidder to agree to a date and time and/or appear for an oral presentation and/or product demonstration may result in rejection of the Bidder’s Response or other action that the PMT deems appropriate.

4.0 Estimated Procurement Calendar

Event Date RFR Release Date July 15, 2025

Bidders Conference There will be no Bidders Conference

Deadline for Questions All Questions must be submitted to DDSPOSProcurement@mass.gov email or through COMMBUYS by the date and time indicated. All Questions with answers will be posted on COMMBUYS. The Department is not bound by any oral comments or representations made by the Contact Person(s) and/or any other Department employee. Telephone calls will NOT be accepted regarding this RFR.

Bidders are prohibited from communicating directly with any employee of the Department except as specified in this RFR.

All Questions with answers will be posted on the COMMBUYS.

July 22, 2025 by 5 pm EST

BID Opening Date/Deadline for Electronic Submissions All responses must be submitted electronically using the online submission tools available to Vendors registered in

COMMBUYS.

August 26, 2025 by 5 pm

EAST

Anticipated Contract Start Date September 1, 2025 mailto:DDSPOSProcurement@mass.gov

7.0 Submission Requirements

Check if applicable (“X”)

Form/Document Notes/Instructions

Cover Page & Response Document Include with Electronic Submission

Prompt Pay Discount Include with Electronic Submission

Standard Contract Form and Instructions For information purposes only; do not fill out

Contractor Authorized Signatory Listing For information purposes only; do not fill out

7.1 Other Forms

If the following signed documents are not on file with the Office of the State Comptroller, or there are changes to forms current on file, the bidder must submit electronic versions of these forms to the email address noted on the cover page of this RFR.

• Request for Taxpayer Identification Number & Certification (Massachusetts Substitute W-9 Form)

• EFT Form

The above noted forms may change or be revised during the life of this procurement. Updated forms will be posted on COMMBUYS.

7.2 Instructions for Submission of Forms and Questions

All responses to be submitted electronically using the online submission tools available to bidders registered in

COMMBUYS.

The Department is processing the standard contract form electronically when possible. Bidders should not submit signed copies of the standard contract form or the contractor authorized signatory listing posted on COMMBUYS with their proposal. These forms are posted for informational purposes only.

Electronic Signatures Quotes submitted via COMMBUYS must be signed electronically by the bidder or the bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS. Bidders do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this, the submitter attests that they are an agent of the bidder with authority to sign on the bidder’s behalf, and that they have read and assented to each document’s terms.

To be considered, complete package must be submitted electronically using the online submission tools available to bidders registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click to the Commonwealth must on the “Register” link on the front page.

All bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. DDS is not responsible for delays encountered by bidders or their agents, or for a bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record http://www.commbuys.com/

File Format and Naming Conventions Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Zipped files will be accepted and must be in a .zip format when saved. Other zip file formats will not be accepted.

DDS requires that all response attachments that are uploaded in COMMBUYS include the company name of the bidder and the RFR document identifier found on page 1.

Amendments to BID The Department reserves the right to make amendments to the Bid after the initial publication. It is each bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid. DDS and the Commonwealth accept no responsibility and will provide no accommodation to bidders who submit a quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

Alterations Bidders may not alter (manually or electronically) the Bid language, or any Bid component files, except as directed in the RFR. Modifications to the body of the Bid, specifications, terms and conditions, or which change the intent of this Bid are prohibited and may disqualify a Bid.

Ownership of Submitted Quotes The PMT shall be under no obligation to return materials submitted by a bidder in response to this Bid. All materials submitted by bidders become the property of the Commonwealth of Massachusetts and will not be returned to the bidder. The Commonwealth reserves the right to use any ideas, concepts, or configurations that are presented in a bidder’s quote, whether or not the quote is selected for contract award.

Quotes stored on COMMBUYS in the encrypted lockbox are the file of record. Bidders retain access to a “read-only” copy of this submission via COMMBUYS, as long as their account remains active. Bidders also may retain a traditional paper copy or electronic copy on a separate computer, or network drive or separate media, such as CD or DVD, as a backup.

7.3 Public Records

All information, documents, and attachments submitted as a response to this RFR are public documents subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

7.4 COMMBUYS Support

The following resources are provided to assist bidders in submitting Quotes:

• A link to a job aid on Creating a Quote on COMMBUYS

• A link to a job aid on Finding Open and Rolling BIDS While Logged into COMMBUYS

Website: Go to www.mass.gov/osd/commbuys to access Job Aids

Email: Send inquiries to the COMMBUYS Helpdesk at OSDHelpDesk@mass.gov.

Telephone: Call the OSD Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays. Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day. Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://www.mass.gov/doc/finding-open-and-rolling-enrollment-bids-when-logged-into-commbuys/download http://www.mass.gov/osd/commbuys

8.0 Other Requirements Pertaining to this RFR

8.1 Debarment

The bidder certifies that neither it nor any of its subcontractors are currently debarred or suspended by the federal or state government under any law or regulation including Executive Order 147; M.G.L. c. 29, § 29F;

M.G.L. c. 30, § 39R; M.G.L. c. 149 §§ 27C, 44C and 148B; and M.G.L. c. 152, § 25C. The awarded bidder shall comply with all applicable state laws and regulations stated in the Standard Contract Form Instructions and Contractor Certifications

8.2 Statement of Nondiscrimination

The Massachusetts Department of Developmental Services, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4), other Nondiscrimination requirements (The Federal-Aid Highway Act of 1973, The Age Discrimination Act of 1975, Section 504 of the Rehabilitation Act of 1973, and Americans with Disabilities Act of 1990), and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this solicitation will be awarded without discrimination on the ground of race, color, national origin, sex, age or disability.

Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the contact person.

Requests for accommodation will be addressed on a case-by-case basis. A bidder requesting accommodation must submit a written statement which describes the bidder’s disability and the requested accommodation to the contact person for the RFR. The Purchasing Department reserves the right to reject unreasonable requests.

8.3 Prompt Payment Discount (PPD)

All bidders selected for a contract pursuant to this procurement must agree to offer discounts through participation in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the bidder can provide compelling proof that it would be unduly burdensome. PPD benefits both bidders and the Commonwealth.

Bidders benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the EFT initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount.

Payments that are processed electronically can be tracked and verified through the Comptroller’s Bidder Web system.

8.4 Executive Order 515, Establishing an Environmental Purchasing Policy Products and services purchased by state agencies must comply with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Questions concerning the EO or the appropriate specifications may be directed to OSD’s EPP Procurement Program, www.mass.gov/epp. The Order may be seen at https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy.

9.0 Small Business Purchasing Program

Program Background https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The PMT will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the PMT’s best value evaluation criteria.

SBPP Participation Eligibility To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts.

2. Been in business for at least one year.

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

http://www.mass.gov/sbpp mailto:sbpp@mass.gov

9.0 Small Business Purchasing Program